Through this page, you'll find helpful information regarding on-campus student employment. You'll find links to some of our most frequently visited pages.
***** POLICY REGARDING MINORS *****
All University employees, students, or volunteers participating in programs involving minors must comply with the requirements of the Ball State Policy Regarding Minors. Please read the suggested guidelines regarding basic forms and procedures appropriate for all programs involving minors to assist in ensuring compliance with the Policy Regarding Minors.
Those requirements include:
1) The program must be registered by the program leader with the Office of Risk
Management within sufficient time to meet the requirements of the Policy
2) A criminal Background check as needed by Human Resource Services or the Student
3) Completion of approved training as provided through the office of Risk Management.
You can have your student employees complete the Criminal Background Screening Consent and Release form and provide it to the Student Employment Office for processing. A mandatory video training is required to be completed by all employees, students and volunteers who will be working with minors participating in a covered program or activity.
For additional information, visit the Risk Management Website.
***** STUDENT IDENTIFICATION CARDS *****
A new student I.D. system has been
implemented and changes the look of the I.D. card and provides additional
flexibility and efficiency. The new cards are portrait style instead of
the current landscape design and will carry a watermark of Beneficence. Barcode stickers will not be needed for students using the new I.D. cards. Old cards, with stickers attached will continue to perform as normal. The current ID cards have a barcode
number printed on a small sticker for use with Kronos. The new cards will
have the barcode printed directly on the card, eliminating the need for sticker
New cards will continue to use the magnetic strip technology and functions, such as swiping the card to read student ID numbers, will not change. The current tracking format is incorporated into the new cards.The old cards will continue to function with Kronos, but if student’s
existing card becomes unreadable, as a student supervisor, you should contact
the registrar's office. Replacement of
worn, cracked, or misused cards will continue to be evaluated on a case-by-case
basis and may not be subject to the fee. In these cases, all replacements
would be with the new card.
The replacement fee for a lost or stolen card remains $10.
***** SUMMER HOURS *****
Students who have worked a maximum of 20 hours per week
during the academic year may work up to 40 hours a week in the summer (or 80
hours during a two-week pay period) regardless of the number of hours they are
Assistants that worked 20
hours or less during
the academic year may work up to 40 hours a week in the fall, winter, spring
If a Graduate Assistant has worked between 21 to 29 hours a week during the
academic year, the Graduate Assistant cannot work more than 29 hours a week
during the fall, winter, spring and/or summer breaks.
***** STUDENT HOURS *****
Because of regulations related to H.R. 3590, the "Patient Protection and Affordable Care Act," hours worked will be strictly monitored. Students working through the academic year will continue to be limited to 20 hours per week. While it is up to the students to monitor their hours, we will be asking departments to coordinate with the students in order to maintain compliance. Graduate Assistants working supplemental positions are now limited to nine additional hours with permission from the Graduate School. Students may continue to work additional hours during spring, semester, and summer breaks. Students working long weekends or breaks consisting of three or four day weekends, such as fall or Thanksgiving breaks, are not allowed additional hours.
***** RENEWALS *****
Renewals for summer and fall sessions will generally not be necessary. The university has switched to a "rolling termination process" wherein students will no longer be given a termination date. Student assignments should be monitored by responsible staff and terminated once student employees cease working for their respective departments. At the discretion of the Office of Payroll and Employee Benefits, supervisors of students who have not been paid for three continuous pay periods will be notified of their students' inactivity and asked to remove the students from their job assignments. This will ensure that students who no longer are working are removed from Kronos and we are not expending unnecessary funding on unused Kronos licenses.
***** EPAFS *****
We, in student employment, use three EPAFs specifically for students and two which we share with the entire university personnel. For additional help, simply go to Help with Electronic Personnel Action Forms (EPAFs). Specific information can be found about hiring hourly, hiring salaried, reactivating (renewing), and terminating student employees through the use of EPAFs. There is also help with increasing their wages or changing supervisors or timekeeping organizations.
We do not us the ADM301 Change in Labor EPAF for student employment. Please contact the Student Employment office for assistance for changes in Labor.
***** REFERRALS & FWS *****
Below the Posting # is listed an FWS Limit and FWS Balance. If there is a dollar amount listed in these places, the student referred has a Federal Work Study award and is eligible for an FWS assignment. The referral should have tow position numbers: "Position # (999XXX)," and "FWS Position # (8889XXX)." If there is an FWS Balance listed on the referral, use the "FWS Position #." Use the regular "Position #" if no FWS Limit and Balance are listed. The majority of students will not have a Federal Work Study award and their FWS Limit and Balance fields will be empty. Again, for those students, use the 999XXX Banner Position Number.
Federal Work Study awards are not in force during the summer. Any student working an FWS position number during the academic year must be changed to a "regular" position number (999XXX) for the summer months and may be returned to an FWS position number, if applicable, in the Fall.
***** NOTES *****
You can see what commonly shared questions ( FAQs ) arise and what the latest issues facing student employers are in our Student Employer Newsletter .
Find all Forms you need to get jobs posted and students hired.
Positions are posted on Cardinal Career Link.
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800-382-8540 and 765-289-1241